South Coast Air Quality Management District
South Coast Air Quality Management District
BOARD MEETING DATE: July 12, 2002 AGENDA NO. 12
Issue RFP to Obtain Technical and Functional Support for Upgrading PeopleSoft Human Resource Management System Software
SYNOPSIS:
In 1999, AQMD migrated from legacy financial and human resource management systems to PeopleSoft enterprise resource management software for human resource, payroll, and financial functions. The software was upgraded to Release 7.5 in 2001. Technical support for the Release 7.5 modules (including Human Resources, Benefits Administration, and Payroll) will end in July 2003. This action is to issue an RFP to solicit bids to provide targeted technical and functional support during the upgrade to a more recent release. Funds for these services ($160,000) are included in the FY 2002-03 Budget.
COMMITTEE:
Administrative, June 14, 2002, Recommended for Approval
RECOMMENDED ACTION:
Approve release of an RFP to solicit bids to provide technical and functional support for upgrading AQMD’s PeopleSoft Human Resource Management System Software.
Barry R. Wallerstein, D.Env.
Executive Officer
Background
In the three years since the implementation of PeopleSoft software at AQMD, the manufacturer has released four major software upgrades, with the most recent being HRMS 8.3 in December 2001 and Financials 8.4 in March 2002; AQMD has upgraded once, from Release 7.0 to 7.5 (Human Resource Management System Software [HRMS] and Financials simultaneously). In response to customer concerns, PeopleSoft introduced a significant change in their software support policy last year to support each release for four full years after general availability. Upgrading to major releases is costly and, in an effort to save resources, AQMD plans to upgrade to every other major release.
Keeping relatively current by upgrading to new software releases is critical for enterprise software systems such as PeopleSoft. Without upgrading to new releases, AQMD will not benefit from delivered software enhancements and technology advances that improve productivity, flexibility, and efficiency. In addition, and, perhaps, more importantly, routine technical support provided by PeopleSoft (including regular updates of system tax tables used in Payroll calculations, on-line issue logging and resolution, downloadable patches and bug fixes, bundled patches to simplify implementation, etc.) can be terminated if the software is not upgraded by a certain date. Staff recommends beginning the upgrade process, with the goal of moving the HRMS modules onto Release 8.3 by June 2003, just before technical support for AQMD’s current release ends in July 2003. Long-term plans include upgrading the Financial modules to Release 8.4 in FY 2003-04, prior to the December 2004 end date for technical support on AQMD’s current Financials release.
Proposal
As with the previous PeopleSoft upgrade effort, many of the essential upgrade tasks will be performed by AQMD staff to control overall costs; however, staff recommends bringing in expert functional and technical consultants for targeted tasks to expedite the process and take advantage of expert knowledge gained through multiple upgrade efforts. Release 8.3 represents a major change in system architecture (from client-server to web-based) and the melding of public sector and commercial functionality into a single software package. For these reasons, additional functional and technical support is warranted. Staff recommends the Board authorize issuance of the attached RFP to obtain technical and functional support necessary to migrate AQMD’s PeopleSoft HRMS from Release 7.5 to Release 8.3 by June 2003.
Outreach
In accordance with the AQMD’s consulting and contracting policies, public notices advertising the RFQs and inviting bids will be published in the following publications:
Additionally, potential bidders will be notified utilizing the Los Angeles County MTA Directory of Certified Firms, the Inland Area Opportunity Pages Ethnic/Women Business & Professional Directory; and AQMD’s own electronic listing of certified minority vendors. Notice of the RFP will be mailed to the Black and Latino Legislative Caucuses and various minority chambers of commerce and business associations; and placed on the Internet at AQMD’s Web site [http://www.aqmd.gov, "Business and Job Opportunities" icon, or http://www.aqmd.gov/busjob/ ] and AQMD’s bidder’s 24-hour telephone message line (909) 396-2724.
Bid Evaluation
Quotations received will be evaluated by a diverse panel of technically qualified individuals according to the criteria described in attached RFP.
Resource Impacts
Funds for these services in the amount of $160,000 are included in the approved FY 2002-03 Budget.
RFP # P2003-04 - Obtain Technical and Functional Support for Upgrading to PeopleSoft HRMS 8.3
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